Operations Specialist/ Office Manager

Warehouse Office Manager / Operations Specialist

Overview

We are seeking an organized, detail‑oriented Warehouse Office Manager / Operations Specialist to oversee administrative and operational functions within our warehouse environment. This role supports day‑to‑day operations by handling vendor requests, managing payments and invoices, scheduling workflow, and ensuring efficient communication between internal teams and external partners.

The ideal candidate is proactive, solution‑driven, and able to balance multiple priorities in a fast‑paced warehouse setting.

Key Responsibilities

Operations & Office Management

• Oversee daily office operations to ensure smooth coordination between warehouse staff, vendors, and management.
• Maintain accurate records, logs, and documentation related to warehouse activities, inventory, shipments, and vendor transactions.
• Monitor workflow to ensure tasks are completed on time and in compliance with company standards.

Vendor & Partner Support

• Serve as the primary point of contact for vendor inquiries, service requests, and issue resolution.
• Coordinate with vendors regarding deliveries, pickup schedules, service changes, and contract‑related questions.
• Track and verify vendor‑submitted documentation such as invoices, packing lists, and service records.

Payments & Financial Coordination

• Process vendor payments, reconcile invoices, and verify billing accuracy in accordance with contractual rates.
• Collaborate with Accounting or Finance teams to resolve discrepancies, missing information, or billing errors.
• Maintain up‑to‑date records of expenses, vendor balances, and payment cycles.

Scheduling & Logistics Support

• Create and manage schedules for warehouse activities including deliveries, pickups, staffing needs, and workflow distribution.
• Coordinate with internal teams to ensure proper staffing and coverage during peak operational hours.
• Communicate schedule updates and operational changes to relevant departments promptly.

Compliance & Process Improvement

• Ensure compliance with company policies, contract terms, and warehouse safety standards.
• Identify operational gaps and propose process improvements to increase efficiency and accuracy.
• Support management with reporting, metrics tracking, and data analysis as needed.

Qualifications

• 2-5 years of experience in warehouse operations, office management, logistics, or a related field.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Experience working with vendors, processing invoices, or assisting with payment cycles.
• Excellent communication skills and a professional approach to vendor and partner relationships.
• Proficiency in MS Office Suite, warehouse management systems, or related software.
• Strong attention to detail with the ability to problem‑solve and work independently.

Preferred Skills (Optional)

• Experience in B2B environments or vendor contract support.
• Knowledge of supply chain operations or basic accounting principles.
• Scheduling or workforce planning experience.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.